How do I Query and Report on Events?

If you are following our suggestions for tracking events, this article will cover how you can query and report on those Invitees, RSVPs, Attendees, Gifts, Ticket purchases, and Table assignments.

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Number:63658

Products:

eTapestry

If you remained consistent with marking the journal contact you created, you will be able to query on those who attended, those who accepted the invite but did not attend, and those who were invited but a RSVP was never received.

Before the event, you can see how many people have RSVP'd with the below query.

Click Queries

Click the Event Queries category

Click New Query

Name the query: RSVP

Set the Starting Query to Category: Base and Query: All Constituents

Set the Data Return Type to Journal Entries

For Criteria Matching select Match Each Criteria

For Criteria choose Commonly Used Fields from the Browse Fields drop down box

Click Journal Entry Date

Fill in the date of the event

Choose Defined Fields from the Browse Fields drop down box

Click Contact Method

Choose Event Accepted

Click Save and Preview

After your event is held, if you wish to see those who attended the event, you would create the above query, but select Event Attended instead of Event Accepted.

Click Queries

Click the Event Queries category

Click New Query

Name the query: Attended

Set the Starting Query to Category: Base and Query: All Constituents

Set the Data Return Type to Journal Entries

For Criteria Matching choose Match Each Criteria

For Criteria choose Commonly Used Fields from the Browse Fields drop down box

Click Journal Entry Date

Fill in the date of the event

Choose Defined Fields from the Browse Fields drop down box

Click Contact Method

Choose Event Attended

Click Save and Preview

If you wish to see those who did not respond with a RSVP, select Event Invited instead of Event Accepted.

Click Queries

Click the Event Queries category

Click New Query

Name the query: Did not RSVP

Set the Starting Query to Category: Base and Query: All Constituents

Set the Data Return Type to Journal Entries

For Criteria Matching choose Match Each Criteria

For Criteria choose Commonly Used Fields from the Browse Fields drop down box

Click Journal Entry Date

Type in the date of the event

Choose Defined Fields from the Browse Fields drop down box

Click Contact Method

Choose Event Invited

Click Save and Preview

If you wish to see who sent a RSVP, but did not attend, you can run the same initial query (RSVP). This query would pull different results after your event, because those that attended would have a new method entered at this time.

If you wish to see everyone who was invited regardless of whether they ever accepted or attended, you will simply choose UDFs - Contacts under Available fields, choose Event Name, and then select the appropriate event.

Click Queries

Click the Event Queries category

Click New Query

Name the query: Invited

Set the Starting Query to Category: Base and Query: All Constituents

Set the Data Return Type to Journal Entries

For Criteria Matching choose Match Each Criteria

For Criteria choose UDFs - Contacts from the Browse Fields drop down box

Click Event Name

Choose the Event you want

Click Save and Preview

Here are steps for a report that would give you the name and address for all those above scenarios.

Select Reports in the menu bar and select the category you want to store this report under

Select New Report under the Tasks Menu

Name the report

Choose Sets from the Report Columns drop down box

Click Name and Address

Select Save and Run under the Task Menu

Choose your category and query

At the bottom of the page choose a Delivery Option from the report format drop down box and then click Submit

You can also find all accounts that have been assigned a table number.

Select Queries in the menu bar

Select Event Queries

Select New Query under the tasks menu

Name the query Table Assignments

Set the Starting Query to Category: Base and Query: All Constituents

Set the Data Return Type to Journal Entries

For Criteria Matching choose Match Each Criteria

For Criteria choose Commonly Used Fields from the Browse Fields drop down box

Click Journal Entry Date

Fill in the date of the event

Choose UDFs - Contact from the Browse Fields drop down menu

Click Table Number

Select field has any value

Click Save and Preview

Here is a report to display more information about your table assignments.

Select Reports in the menu bar

Select the category you want to store this report under

Select New Report under the Tasks Menu

Name the report

For Report Columns choose Commonly Used Fields from the Browse Fields drop down box and click Name, Date